On Monday, I discussed the importance of charging clients for your travel time and expenses, especially when the job in question is a destination wedding or event. Today, I’d like to continue that discussion by addressing a few more costs related to destination weddings and events:
1. Transportation. In order to get from point A to B, you will need a mode of transportation. So whether you’re traveling by plane, train or automobile, your client should cover this expense.
2. Time. Setting up a destination wedding may take longer than a more conveniently located wedding. You must consider this when deciding what to charge your client. After all, time is money.
3. Staff. Remember, you’ll have to break down the wedding after it’s over, and that will likely happen well after midnight. You may need to hire a late crew from the surrounding area.
4. Food. You should provide lots of snacks and drinks for your crew. A well-fed crew is always more productive.
5. Per Diem. Sometimes, your crew will need to spend the night in order to get a wedding installation done on time. Remember, you’re essentially asking them to provide 24 hours of their time for this job.
When you’re bidding for a “local” destination wedding or “far” destination wedding, it’s essential that you remember these additional charges. If you don’t, you will lose money eventually. Trust me, it always catches up with you.
Dear Reader, take care of your crew, and you will earn their loyalty. Do you have your clients pick up the tab for lunch for you and your crew? Do they ever object?
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George Bernard Shaw once said: “You see things and say, ‘Why?’ But I dream things that never were and say, ‘Why not?’” That quote embodies how Preston Bailey approaches every event.
Pam Archer
August 3, 2011
I feed my crew both at my workshop and on-site. My workshop is in my home, so I cook for my team and set a table with linens, napkins, pretty dishes, the whole nine yards. They know they are going to get royal treatment from me. I keep drinks and snacks on hand for them, too.
On site, we bring in meals for them and have drinks on hand. For that, I do factor it into the cost of the wedding. I haven’t had any complaints from clients yet, or from my staff. It gives me joy to take care of them, because they work so hard for me. Except for one who moved away, everyone who comes to work for me has stayed. I’m so blessed!
Hope
August 3, 2011
That is great advice! But what and how should you charge? Also what if you have staff that has to travel with you?
Napkin Wizard
August 3, 2011
Thank you. I always love reading your advice.
Aleah + Nick Valley
August 5, 2011
This is such an important post and it’s easily overlooked by potential clients and newer vendors. Taking good care of crew and staff is key to a smooth and beautiful event and also a seamless tear-down once the night is over. Charging for time, mileage, lodging, and the like should be something every vendor takes into account when pricing contracts.